Agape MCC Board of Directors Meeting Minutes September 09, 2013

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1 Agape MCC Board of Directors Meeting Minutes September 09, 2013 The meeting was called to order by Cassy Batts at 7:24PM Rev. David Wynn led the opening prayer. Board Member(s) present: Gail Gore, Lisa Davenport, Denise LaRae, Rev. Teresa Mallott, Rev. David Wynn, Cassy Batts and Leigh Wolfer. Board Members Absent: Amy Ashton The quorum was established. Recognition of Guests: none were present Approval of the Agenda: The motion to accept the modified agenda was made by Gail Gore. Second: Lisa Davenport. Motion passed. Reports: Treasurer s Report August 2013 presented by Lisa Davenport. (Attachment 5) Motion to accept the Treasure s Report was made by Gail Gore. Second: Denise LaRae. Motion passed. Children s Ministry Report Rev. Wynn (verbal update) New curriculum DVD arrived. David is working on consistent staffing while recruiting new volunteers/teachers. David is exploring training options including incorporating the use of internet on demand training and discussions. Fundraising Meeting Report Cassy Batts (verbal update) CiCi s Pizza Fundraiser was held Sunday September 8. We are waiting for the final income total from the restaurant manager. There are approximately 40 people registered for the progressive dinner to be held Saturday September 14, Risk Management and Building Maintenance Gail Gore (attachment 4) Risk Management: Gail, David and Leigh attended a webinar presented by Church Mutual, Protecting Your Congregations Against an Active Shooter. After discussion it was decided that we should create a policy and educate our staff and congregates. Building Maintenance: Cord covers for the front area have been received and provided to the sound team for installation. Quote for the repair of the cracked brick was provided. In discussion it was decided to have the foundation inspected before beginning any repairs to the brick work. New cracks have appeared on the kitchen side of the fellowship hall. The leak in the sanctuary related to the steeple has been recaulked at no cost by the Camelot Roofing Company. They also recommended bleaching the ceiling to ensure future leaks can be identified. Motion to accept the Risk Management and Building Maintenance Report was made by Cassy Batts. Seconded by Lisa Davenport. Motion passed. Items approved/resolved by August 12, 2013 Board Minutes were approved via 08/14/2013 at 8:49PM August 17, 2013 Lisa Davenport removed Nick Busken from the Agape Chase Account.

2 August 17, 2013 Lisa Davenport activated the Agape Chase savings account by transferring the $ remaining Delegate Funds from the Agape main Chase checking account. Old Business: 1) Background Check Sheets status update: Background checks are 90% completed. 2) A/C Maintenance Proposal update: Tabled to October meeting. 3) Facility update regarding the property electrical outlets/ switches: Arrangements have been made to have the outlets inspected and tested. 4) Fellowship Hall painting and classroom finish: Painting of fellowship hall is in progress and is on target to be completed by September 21. 5) Sprinkler System Water leak update: No update. Leigh will follow up with Mary Garrett and report at the October meeting. 6) Pride Planning Update (Registration update): Registration for Walk and 1 Booth completed. 7) Sam s Bill: Discussion tabled until October meeting. 8) Congregational Meeting Update Report Status: Report Requests will be sent out September 11. Leigh will provide a report template. Budget Status: The proposed 2014 budget work is complete. Congregation Packet Status: Packet work will begin October Application Status: Personnel Committee no applications received for pending 2 Board Positions, 2 Lay Delegate Positions and 1 Alternate position. 9) Church Key Assignment and Security Code Update: The assignment list was reviewed and recommendations discussed. Lisa D. will schedule a meeting with all key holders and assign/review the new individual alarm security code procedure. 10) Grant Funding Update Gail Gore has contacted the St. Vincent House, Galveston TX for a recommendation for CD Publications Grant Writing. In general, we are still researching what opportunities exist for grants that Agape may have access to. 11) July Tithe check to MCC currently being held: We are now holding the July MCC Tithe check ($1250) and the August MCC Tithe check ($1200) due to a lack of funds. 12) Membership notification letters to Congregation Members: Motion to approve the new letter to reflect the status of Friend and a revised inactive membership letter was made by Cassy Batts. Seconded by Lisa Davenport. Motion Passed. New Business: 1) Transition of the Bookkeeper non board position to Assistant Treasurer/Vice Treasurer Board Position. See attachment 1. This item was moved to the October 2013 meeting. 2) Funds for Landscaping Maintenance/Repair: In being good stewards, we as a Board agreed that gift cards will be purchased and given as one time gifts when needed to honor those who give of their own resources to maintain the landscape. 3) MCC fellowship Sunday Offering see attachment 2: David will begin this discussion via and it will be recorded in the October BOD Meeting Minutes. 4) Approve SOP to include new Friend and revised Inactive Membership status letter. (see attachment 3) Motion to approve the amended SOP was made by Denise LaRae. Motion seconded by Cassy Batts. Motion passed. Leigh Wolfer and Denise LaRae will mail the required letters from the membership review held during the August Board meeting. Meeting was adjourned: 10:14PM

3 Attachment 1: From the MCC Board of Directors Training Manual page 21 Assistant Treasurer Depending on the size of your Board of Directors, you may or may not have an Assistant (or Vice) Treasurer. It is recommended that if possible, you fill this position. The duties of the Treasurer are too important to the life of the organization to rest solely on one person s shoulders, to perform all the necessary tasks to maintain the financial health and stability of the church. The relationship of the Treasurer and Assistant Treasurer should be as strong as that of the Moderator and Vice Moderator. In essence, they are a team that share the responsibilities and duties of the Treasurer so that the church is always viewed as a stable institution by the membership and the outside community and the Board has readily available access to financial information, including researched recommendations about investments and cash flow. In an ideal situation, the Assistant Treasurer would move into the role of Treasurer the following year.

4 Attachment 2: Your Church Can Strengthen MCC's Networks Through October's Fellowship Sunday Offering Campaign! Have you ever started a new program or ministry, knowing it would require a season of extra attention, nurture and investment if it were to succeed for the long-term? According to Rev. Dr. Nancy Wilson, that's exactly where we are today with MCC's Networks! That's why October's Fellowship Sunday Offering is dedicated to resourcing MCC's Networks by providing training opportunities for Network leaders and teams, enhancing communications between Networks and local congregations, and increasing the support and resourcing of local churches. "The focus of this year's Fellowship Sunday Offering Campaign is on MCC's Networks," said Rev. Dr. Wilson, "but the long-term beneficiaries are the health and growth of our local congregations." Has your church signed up to participate in MCC's 45th anniversary observance by receiving a special, designated Fellowship Sunday Offering on 6 October 2013, or on another Sunday in October? Signing up literally takes less than 60 seconds! Simply write to Rev. Dr. Wilson at FellowshipSunday@MCCchurch.net and let her know your church will participate. "I would be thrilled if your church would sign up this week to become a 2013 MCC Pacesetter Church by committing to receive a second offering in support of MCC's Networks on Fellowship Sunday, 6 October 2013, or on another Sunday in October. I hope to hear from your church this week!"

5 Attachment 3: page 1 of 3 BOD: Policy # September 9, 2013 I. PURPOSE MEMBERSHIP POLICY The purpose is to outline all of the procedures for church membership and to determine active status as defined by MCC by-laws. II. DEFINITION This policy provides a step-by-step process of encouraging individuals to maintain active membership status and the support for individuals who require a change in commitment or are unable to maintain commitment to active membership. III. PROCEDURE A. The Clerk of the BOD presents compiled information from the Attendance Records to the BOD in the first and third quarter of each year. i. A Member who does not have registered attendance, identified financial support, definite service contribution and demonstrated interest and loyalty within the preceding period of six (6) months to one (1) year may be removed from the list of Members in good standing and moved to Friend Status or Inactive status. The Clerk of the BOD will inform the Member by way of either the Friend letter or Inactive letter. (See attached) ii. A former Member may be restored to the list of Members in good standing after completing a membership class and participating in the Rite of Membership. B. Members may be removed from active membership by a majority vote of the BOD for disloyalty or unbecoming conduct on the part of the Member. The Member may appeal the BOD decision to the Regional Elder; however the Member s active status will remain inactive pending the appeal. C. Members may request transfer of active membership from an MCC congregation D. Members may be removed from active membership by: 1. Individual request 2. Inactivation process 3. Transfer of membership to another Church 4. Death of Individual 5. Disciplinary action Authorized By: Moderator Clerk of the Board

6 Attachment 3: page 2 of 3 Inactive Member Friend Letter Content: (Date) (Member Name) (Address) (City, ST & Zip) Dear (Member Name): We have missed you and your participation at Agape. Our records indicate that you have not been present with us for worship in quite some time and we wanted to reach out to you so you know you have been missed and secondly to make sure our information is correct. As a member of Agape, the church covenants to be a loving place of worship that cares for you and your family s spiritual needs, you as a member covenant to attend as regularly as possible, support the Church in prayers, be active in the Church s ministries and financially support the Church. We are committed to our spiritual future together in any form that takes on. Someone from the Church leadership will reach out to you within the next two weeks. Or, if you wish, please call the Church office at , and let us know how you are doing and in what way we might be of assistance. As part of our year end reporting to the denomination we will be changing your status from active member to Friend of Agape MCC unless we are made aware of a desire to stay an active voting member of the body of the church. Either way allows an opening for you to reconnect whenever you feel called or able to do so. The Friend status will remove your eligibility to participate in congregational voting as of October, Please know that your relationship with our faith community is important to us and we look forward to how that evolves in our futures. Sincerely, Leigh Ann Wolfer Clerk, Board of Directors Agape MCC

7 Attachment 3: page 3 of 3 Inactive Membership Letter content: (Date) (Member Name) (Address) (City, ST & Zip) Dear (Member Name): We have missed you and your participation at Agape. Our records indicate that you have not been present with us for worship in quite some time and we wanted to reach out to you so you know you have been missed and secondly to make sure our information is correct. As a member of Agape, the church covenants to be a loving place of worship that cares for you and your family s spiritual needs, you as a member covenant to attend as regularly as possible, support the Church in prayers, be active in the Church s ministries and financially support the Church. We are committed to our spiritual future together in any form that takes on. Someone from the Church leadership will reach out to you within the next two weeks. Or, if you wish, please call the Church office at , and let us know how you are doing and in what way we might be of assistance. As part of our year end reporting to the denomination we will be changing your status from active to inactive member of Agape MCC unless we are made aware of your desire to stay an active member. Either way allows an opening for you to reconnect whenever you feel called or able to do so. The inactive status will remove your eligibility to participate in congregational voting as of October, Please know that your relationship with our faith community is important to us and we look forward to how that evolves in our futures and that your membership status may be reactivated by attending another membership class in the future. Sincerely, Leigh Ann Wolfer Clerk, Board of Directors Agape MCC

8 Attachment 4: page 1 of 4 Risk Management and Building Maintenance Team Report September 09, 2013 Risk Management Report Follow up on educating our congregation recommendation from August 2013 Report. To my knowledge, no progress has been made in this area. Building Maintenance Team Report As team leader is with great honor that I am able to report on the amazing work our team has done this past month. 1. I have discussed the electronic cord floor covers with Lynn and her schedule has prevented her from installing the cord covers. Leigh and I discussed the issue of the hanging cords in the media booth and I will be ordering the cover for these cords while making a space allowance in the cover for additional wiring as may be needed for the future. 2. After visiting several providers for brick and mortar repair materials and speaking with their experts, it became clear that the repairs that we needed to make required someone with more expertise than the experts with whom I had spoken so I scheduled a meeting with one of the Project Managers from Brick Doctor with regard to the cracks in the bricks and mortar on the social hall and the sanctuary. I received the proposal late last week. I have made copies for everyone and will distribute at the Board meeting tonight. 3. Regarding the leak in the sanctuary: Rusty came and looked at the roof and ascertained the leak was around the area where the steeple was attached to the roof. He made an attempt at re caulking around that area and suggested we use a bleach/water solution to clean up the spotting on the ceiling. Randall has applied one application of the solution and will continue with this until the spots are gone. If they come back, then Rusty will come back and resume his investigation for the source of the leak. 4. The issue of the back door of the social hall rotting is due to improper installation. An estimate of repairing the front and back doors of the social is included in the Proposal from the Brick Doctor. I am blessed to be able to serve in this area of church life, Namaste! Gail Gore

9 Attachment 4: page 2 of 4

10 Attachment 4: page 3 of 4

11 Attachment 4: page 3 of 4

12 Attachment 4: page 4 of 4

13 Attachment 5: Treasurer s Report

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